Case Study
Healthcare Free Zone Leases Low Code Automation Platform to Streamline its Policies & Procedures
Our customer is a healthcare free zone authority that aims to attract tourists for medical services and treatments. They used to manage their policies and procedures using cumbersome manual processes. All their existing policies and procedures where highly complex, manual and prone to human errors. Customer had challenge tracking document version and manage changes. Due to frequent revisions/ iterations in the documents, communicating the updates on policies were challenging.
Another critical area was to securely store and retrieve documents. The solution should also be able to provide detailed reports and analytics with complete visibility on the history of documents approved, rejected, latest version, last release etc.
Our Proposition
Post careful assessment of customer’s existing business condition, Intertec proposed to roll out the document management system in a short span. Our Process consultants analyzed the list of documents, its categories and their approvals.
The solution included an Intranet Portal, Process Automation, DMS while enhancing the visibility on the process.
Challenges
- No tracking on Document updates & approvals
- Paper based processing
- Delay in Approvals
- Lack of Reports
- Lack of Centralized repository for documents
Tools & Technologies
- Auraquantic iBPMS
Solutions
- Intranet Portal with Branding
- Document Management System
- Process Automation through Zero code platform
- Deep BI Dashboards for management reporting
Solution
Considering various criteria while evaluating the right fit to address customer’s requirement, Intertec proposed to use Auraquantic iBPMS which is a low code automation platform. The different modules bundled in the solution like workflow designer, forms designer, document management, deep BI, etc. make it suitable for quick automation of processes. In addition, the built-in Document Management System makes it suitable for faster implementation of such requirements.
The project was planned to be executed on-site. Different document types were created with details of Editor, Verifier & Approver. User rights were defined for creation, modification & viewing of documents.
Intertec has advised the ideal structure & process changes required to be made. These changes were discussed with key stakeholders and the final processes were documented and approved by the customer.
Our BPM consultants worked jointly with our Process Consultants and customer to ensure that the tool implementation is done as per the documented process. The implementation of the platform was achieved without the need for coding.
Document Management System was configured to securely store the documents (submitted & generated) in the system. Dashboards and reports were configured to provide different statistics regarding the processes.
Document versioning is enabled with option to roll-back to previous versions to ensure Zero data loss. The solution also provides audit trial of all the actions performed within the system.
Outcome
- Enhanced Employee Experience
- Visibility on Policy Updates & Approvals
- Improved TAT on Approvals
- Centralized Repository of Documents
- Audit Trial for Compliance Tracking